RFP 2018-4722-01 Motor Vehicle Remote Sensing.doc

State of Nevada

Brian Sandoval

Department of Motor Vehicles

Governor

Motor Vehicle Pollution Control

555 Wright Way

Terri Albertson

Carson City, NV 89711

Director

State of Nevada

Department of Motor Vehicles

Request for Proposal: 2018-4722-01

For

MOTOR VEHICLE REMOTE SENSING

Release Date:

08/01/2018

Deadline for Submission and Opening Date and Time:

9/12/2018 @ 2:00 P.M.

Refer to Section 8, RFP Timeline for the complete RFP schedule

For additional information, please contact:

Heidi Azevedo, DMV Contract Manager

State of Nevada, Department of Motor Vehicles

555 Wright Way

Carson City, NV 89711

Phone:

775-684-4504

Email address:

hazevedo@dmv.nv.gov

(TTY for Deaf and Hard of Hearing:

1-800-326-6868

Ask the relay agent to dial:

1-775-684-4904

Refer to Section 9 for instructions on submitting proposals

VENDOR INFORMATION SHEET FOR RFP 2017-4722-01

Vendor Must:

A) Provide all requested information in the space provided next to each numbered question. The information provided in Sections V1 through V6 will be used for development of the contract;

B) Type or print responses; and

C) Include this Vendor Information Sheet in Tab III of the Technical Proposal.

including address if different than above

Name:

Title:

Address:

Email Address:

Table of Contents

OVERVIEW OF PROJECT……………………………………………………………………………………………………………………………………………………….. 4

ACRONYMS/DEFINITIONS…………………………………………………………………………………………………………………………………………………….. 4

SCOPE OF WORK…………………………………………………………………………………………………………………………………………………………………… 7

COMPANY BACKGROUND……………………………………………………………………………………………………………………………………………………… 9

COST……………………………………………………………………………………………………………………………………………………………………………………. 14

FINANCIAL…………………………………………………………………………………………………………………………………………………………………………… 14

WRITTEN QUESTIONS AND ANSWERS………………………………………………………………………………………………………………………………….. 15

RFP TIMELINE………………………………………………………………………………………………………………………………………………………………………. 16

PROPOSAL SUBMISSION INSTRUCTIONS………………………………………………………………………………………………………………………………. 16

TERMS AND CONDITIONS…………………………………………………………………………………………………………………………………………………….. 26 SUBMISSION CHECKLIST………………………………………………………………………………………………………………………………………………………. 32

33ATTACHMENT A – CONFIDENTIALITY AND CERTIFICATION OF INDEMNIFICATION

34ATTACHMENT B – TECHNICAL PROPOSAL CERTIFICATION OF COMPLIANCE

35ATTACHMENT C – VENDOR CERTIFICATIONS

36ATTACHMENT D – CONTRACT FORM

37ATTACHMENT E – INSURANCE SCHEDULE FOR RFP

38ATTACHMENT F – REFERENCE QUESTIONNAIRE

39ATTACHMENT G – PROPOSED STAFF RESUME

40ATTACHMENT H – COST SCHEDULE

41ATTACHMENT I – COST PROPOSAL CERTIFICATION OF COMPLIANCE

1. OVERVIEW OF PROJECT

1.1 The vehicle emission program in Clark County is designated as low enhanced. Remote Sensing of vehicle emissions is part of a low enhanced emission program. The awarded Vendor shall obtain valid remote sensing (RSD) readings from a minimum of twenty thousand (20,000) vehicles, which will fulfill the 0.5% fleet requirement set by the Clark County State Implementation Plan and approved by the USEPA. Per NRS 445B.798 and NRS 482.461, the Department of Motor Vehicles is the agency tasked with conducting Remote Sensing as part of the Motor Vehicle Inspection and Maintenance Program. Remote Sensing data is used as both a regulatory and research tool to increase the effectiveness of the vehicle emission program.

1.2 Commercial Remote Sensing Device (RSD) systems employ an infrared or laser absorption principle to measure hydrocarbon (HC) and carbon monoxide (CO) emissions. These systems operate by continuously projecting a beam of infrared radiation. As a vehicle passes through the beam, the device measures the amount of exhaust pollutants the vehicle is emitting. RSD systems employ equipment with a freeze-frame video camera to digitize an image of the license plate number so that it can be processed by a computer. Radar technology is also utilized to capture the vehicle speed while it is being evaluated for the amount of pollutants being emitted. The computer stores all information for each monitored vehicle, based on the license plate number. Appropriate authorities can then identify and contact owners of vehicles with high RSD readings.

1.3 Remote sensing is a way to measure pollutant levels in a vehicle’s exhaust while the vehicle is traveling down the road. Unlike most equipment used to measure vehicle emissions today, remote sensing devices (RSD) do not need to be physically connected to the vehicle. The concept of an efficient tool to monitor the vehicle fleet and identify excessive polluters is a complement to traditional mobile source emission control programs.

1.4 The Compliance Enforcement Division, Emission Control Program requires 20,000 vehicles in Clark County to be tested by a Remote Sensing Device as required by NRS 445B.798 and the Clark County State Implementation Plan that is approved by the USEPA. Outcomes resulting in failures is enforced through NRS 482.461.

2. ACRONYMS / DEFINITIONS

For the purposes of this RFP, the following acronyms/definitions will be used:

HC

Hydrocarbon

2.1

STATE OBSERVED HOLIDAYS

The State observes the holidays noted in the following table. When January 1st, July 4th, November 11th or December 25th falls on Saturday, the preceding Friday is observed as the legal holiday. If these days fall on Sunday, the following Monday is the observed holiday.

3. SCOPE OF WORK

3.1 The Remote Sensing project will require capturing valid readings, including license plate numbers, for a minimum of twenty thousand (20,000) vehicles within Clark County yearly which will fulfill the minimum 0.5% exhaust emission fleet requirement set by the Clark County State Implementation Plan and approved by the USEPA.

3.1.1 These results must be compiled and provided in a format that can be transmitted to the Department format, displaying the vehicles in-state or out-of-state license plate number DTS, all readings from the vehicle, in-state or out-of-state license plate number, and location information.

3.1.2 The correct prefix must be included for all in-state specialty license plates. A license plate matrix with all prefix codes will be provided by the Department prior to the yearly remote sensing study.

3.1.3 As the results are captured for the database, the Department also requires a clear and readable picture of the vehicle license plate that has been captured for possible enforcement purposes and if necessary legal proceedings. These photos are preferable in a jpg or similar viewable format that may also be stored in a database.

3.1.4 It is preferred to be able to complete this with the Department of Motor Vehicles on site and able to monitor the testing being performed to ensure compliance with Chapter 40 of CFR 51.371, NRS 445B.798 and Clark County’s SIP requirements. It is preferred to provide this testing within a one week period.

3.1.5 If the required vehicle test information for the 20,000 vehicles is not compiled and transmitted to the Department as outlined in sections 3.1.1 thru 3.1.4, payment will be withheld until the valid vehicle test information has been received and verified by the Department.

3.2 The report must be license plate tag edited with the reading attached to the record for enforcement purposes. We need to have it provided in the report to display:

3.2.1 Pictures:

3.2.1.1 Jpg Format, 90% must be clear, crisp, readable license plate numbers.

3.2.1.2 Images must display the actual emissions readings that were captured during the testing procedure.

3.2.1.3 Must display date, time and location information on image.

3.2.2 Report:

3.2.2.1 Must be in Excel format

3.2.2.2 Must display location name and/or number

3.2.2.3 Must display date and time of capture

3.2.2.4 Must display sequence number for verification of captured image

3.2.2.5 Must display acceleration at time of capture

3.2.2.6 Must display speed at time of capture

3.2.2.7 Must display if the record is valid

3.2.2.8 Must display the CO percentage captured

3.2.2.9 Must display the CO2 percentage captured

3.2.2.10 Must display the parts per million (ppm) of HC propane captured

3.2.2.11 Must display the ppm of HC hexane captured

3.2.2.12 May display the ppm of NO captured

3.2.2.13 Must display the maximum CO2 captured

3.2.2.14 Must display the average CO2 captured

3.2.2.15 Must display the license plate number if one is present

3.2.2.16 Must display the state of origin the license plate is from

3.2.2.17 Must display other terms for missing/unreadable/not recognized license plates and definition of the terms

3.2.2.18 Must display the person who processed the license plate (tag) information

3.2.2.19 Must display the image (jpg) name or number

3.3 Required information for translation and validation of report (may be included with report reading):

3.3.1 Must display samples of ambient CO, dates and times

3.3.2 Must display samples of ambient CO2, dates and times

3.3.3 Must display samples of ambient HC, dates and times

3.3.4 Must display temperature reading, dates and time

3.3.5 Must display barometric reading, dates and time

3.3.6 Must display humidity, dates and time

3.3.7 Must display wind speed, dates and time

3.3.8 Must display wind direction, dates and time

3.3.9 Must define license plate information captured or not captured.

4. COMPANY BACKGROUND AND REFERENCES

4.1 PRIMARY VENDOR INFORMATION

4.1.1 Vendors must provide a company profile in the table format below.

Company name:

Ownership (sole proprietor, partnership, etc.):

State of incorporation:

Date of incorporation:

# of years in business:

List of top officers:

Location of company headquarters:

Location(s) of the company offices:

Location(s) of the office that will provide the services described in this RFP:

Number of employees locally with the expertise to support the requirements identified in this RFP:

Number of employees nationally with the expertise to support the requirements in this RFP:

Location(s) from which employees will be assigned for this project:

4.1.2 Please be advised, pursuant to NRS §80.010, incorporated companies must register with the State of Nevada, Secretary of State’s Office as a foreign corporation before a contract can be executed between the State of Nevada and the awarded vendor, unless specifically exempted by NRS §80.015.

4.1.3 The selected vendor, prior to doing business in the State of Nevada, must be appropriately licensed by the Office of the Secretary of State pursuant to NRS §76. Information regarding the Nevada Business License can be located at http://nvsos.gov. Vendors must provide the following:

Nevada Business License Number:

Legal Entity Name:

Is “Legal Entity Name” the same name as vendor is doing business as?

Yes

No

If “No,” provide explanation.

4.1.4 Vendors are cautioned that some services may contain licensing requirement(s). Vendors shall be proactive in verification of these requirements prior to proposal submittal. Proposals that do not contain the requisite licensure may be deemed non-responsive.

4.1.5 Has the vendor ever been engaged under contract by any State of Nevada agency?

Yes

No

If “Yes,” complete the following table for each State agency for whom the work was performed. Table can be duplicated for each contract being identified.

Name of State agency:

State agency contact name:

Dates when services were performed:

Type of duties performed:

Total dollar value of the contract:

4.1.6 Are you or any of your employees now or have been within the last two (2) years an employee of the State of Nevada, or any of its agencies, departments, or divisions?

Yes

No

If “Yes”, please explain when the employee is planning to render services, while on annual leave, compensatory time, or on their own time?

If you employ (a) any person who is a current employee of an agency of the State of Nevada, or (b) any person who has been an employee of an agency of the State of Nevada within the past two (2) years, and if such person will be performing or producing the services which you will be contracted to provide under this contract, you must disclose the identity of each such person in your response to this RFP, and specify the services that each person will be expected to perform.

4.1.7 Disclosure of any significant prior or ongoing contract failures, contract breaches, civil or criminal litigation in which the vendor has been alleged to be liable or held liable in a matter involving a contract with the State of Nevada or any other governmental entity. Any pending claim or litigation occurring within the past six (6) years which may adversely affect the vendor’s ability to perform or fulfill its obligations if a contract is awarded as a result of this RFP must also be disclosed.

Does any of the above apply to your company?

Yes

No

If “Yes”, please provide the following information. Table can be duplicated for each issue being identified.

Date of alleged contract failure or breach:

Parties involved:

Description of the contract failure, contract breach, or litigation, including the products or services involved:

Amount in controversy:

Resolution or current status of the dispute:

Status of the litigation:

4.1.8 Vendors must review the insurance requirements specified in Attachment E, Insurance Schedule for RFP 2017-4722-01. Does your organization currently have or will your organization be able to provide the insurance requirements as specified in Attachment E.

Yes

No

Any exceptions and/or assumptions to the insurance requirements must be identified on Attachment B, Technical Proposal Certification of Compliance with Terms and Conditions of RFP. Exceptions and/or assumptions will be taken into consideration as part of the evaluation process; however, vendors must be specific. If vendors do not specify any exceptions and/or assumptions at time of proposal submission, the State will not consider any additional exceptions and/or assumptions during negotiations.

Upon contract award, the successful vendor must provide the Certificate of Insurance identifying the coverages as specified in Attachment E, Insurance Schedule for RFP 2017-4722-01.

4.1.9 Company background/history and why vendor is qualified to provide the services described in this RFP.

4.1.10 Length of time vendor has been providing services described in this RFP to the public and/or private sector. Please provide a brief description.

4.1.11 Financial information and documentation to be included in Part III, of vendor’s response in accordance with Section 9.4, Confidential Information.

4.1.11.1 Dun and Bradstreet Number

4.1.11.2 Federal Tax Identification Number

4.2

SUBCONTRACTOR INFORMATION

4.2.1 Does this proposal include the use of subcontractors?

Yes

No

If “Yes”, vendors must:

4.2.1.1 Identify specific subcontractors and the specific requirements of this RFP for which each proposed subcontractor will perform services.

4.2.1.2 If any tasks are to be completed by subcontractor(s), vendors must:

A. Describe the relevant contractual arrangements;

B. Describe how the work of any subcontractor(s) will be supervised, channels of communication will be maintained and compliance with contract terms assured; and

C. Describe your previous experience with subcontractor(s).

4.2.1.3 Vendors must describe the methodology, processes and tools utilized for:

A. Selecting and qualifying appropriate subcontractors for the project/contract;

B. Ensuring subcontractor compliance with the overall performance objectives for the project;

C. Ensuring that subcontractor deliverables meet the quality objectives of the project/contract; and

D. Providing proof of payment to any subcontractor(s) used for this project/contract, if requested by the State. Proposal should include a plan by which, at the State’s request, the State will be notified of such payments.

4.2.1.4 Provide the same information for any proposed subcontractors as requested in Section 4.1, Vendor Information.

4.2.1.5 Business references as specified in Section 4.3, Business References must be provided for any proposed subcontractors.

4.2.1.6 Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

4.2.1.7 Vendor must notify the using agency of the intended use of any subcontractors not identified within their original proposal and provide the information originally requested in the RFP in Section 4.2, Subcontractor Information. The vendor must receive agency approval prior to subcontractor commencing work.

4.3 BUSINESS REFERENCES

4.3.1 Vendors should provide a minimum of three (3) business references from similar projects performed for private, state and/or large local government clients within the last three (3) years.

4.3.2 Vendors must provide the following information for every business reference provided by the vendor and/or subcontractor:

The “Company Name” must be the name of the proposing vendor or the vendor’s proposed subcontractor.

Reference #:

Company Name:

Identify role company will have for this RFP project (Check appropriate role below):

VENDOR

SUBCONTRACTOR

Project Name:

Primary Contact Information

Name:

Street Address:

City, State, Zip

Phone, including area code:

Facsimile, including area code:

Email address:

Alternate Contact Information

Name:

Street Address:

City, State, Zip

Phone, including area code:

Facsimile, including area code:

Email address:

Project Information

Brief description of the project/contract and description of services performed, including technical environment (i.e., software applications, data communications, etc.) if applicable:

Original Project/Contract Start Date:

Original Project/Contract End Date:

Original Project/Contract Value:

Final Project/Contract Date:

Was project/contract completed in time originally allotted, and if not, why not?

Was project/contract completed within or under the original budget/ cost proposal, and if not, why not?

4.3.3 Vendors must also submit Attachment F, Reference Questionnaire to the business references that are identified in Section 4.3.2.

4.3.4 The company identified as the business references must submit the Reference Questionnaire directly to Heidi Azevedo, DMV Contract Manager, Administrative Services Division, Department of Motor Vehicles, 555 Wright Way, Carson City, NV 89711.

4.3.5 It is the vendor’s responsibility to ensure that completed forms are received by Heidi Azevedo, DMV Contract Manager, Administrative Services Division, Department of Motor Vehicles, 555 Wright Way, Carson City, NV 89711 on or before the deadline as specified in Section 8, RFP Timeline for inclusion in the evaluation process. Reference Questionnaires not received, or not complete, may adversely affect the vendor’s score in the evaluation process.

4.3.6 The State reserves the right to contact and verify any and all references listed regarding the quality and degree of satisfaction for such performance.

4.4 VENDOR STAFF RESUMES

A resume must be completed for each proposed key personnel responsible for performance under any contract resulting from this RFP per Attachment G, Proposed Staff Resume.

5. COST

Cost information must not be included with the vendor's Technical Proposal, please refer to Section 9, Proposal Submission Requirements, Format and Content.

Vendors must provide detailed fixed prices for all costs associated with the responsibilities and related services. Clearly specify the nature of all expenses anticipated (refer to Attachment H, Cost Schedule).

6. FINANCIAL

6.1 PAYMENT

6.1.1 Upon review and acceptance by the State, payments for invoices are normally made within 30 - 45 days of receipt, providing all required information, documents and/or attachments have been received.

6.1.2 Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for supplies, materials, equipment and services purchased under the provisions of this RFP electronically, unless determined by the State Controller that the electronic payment would cause the payee to suffer undue hardship or extreme inconvenience.

Invoices are to be submitted upon completion of contract milestones using agency approval will be upon satisfactory completion as determined by the agency’s contract monitor.

6.2 BILLING

6.2.1 The State does not issue payment prior to receipt of goods or services.

6.2.2 The vendor must bill the State as outlined in the approved contract and/or payment schedule.

6.2.3 Vendors may propose an alternative payment option; alternative payment options must be listed on Attachment I, Cost Proposal Certification of Compliance with Terms and Conditions of RFP. Alternative payment options will be considered if deemed in the best interest of the State, project or service solicited herein. The State does not issue payment prior to receipt of goods or services.

7. WRITTEN QUESTIONS AND ANSWERS

7.1 QUESTIONS AND ANSWERS

7.1.1 In lieu of a pre-proposal conference, the Department of Motor Vehicles will accept questions and/or comments in writing, received either by email or facsimile regarding this RFP.

7.1.2 Questions must reference the identifying RFP number and be addressed to the State of Nevada, Department of Motor Vehicles, Administrative Services Division, Attn: Heidi Azevedo, DMV Contract Manager, emailed to hazevedo@dmv.nv.gov or faxed to (775) 684-4724.

7.1.3 The deadline for submitting questions is as specified in Section 8, RFP Timeline.

7.1.4 Vendors must provide their company name, address, phone number, email address, fax number, and contact person when submitting questions.

7.1.5 All questions and/or comments will be addressed in writing and responses emailed or faxed to prospective vendors on or about the date specified in Section 8, RFP Timeline.

8. RFP TIMELINE

The following represents the proposed timeline for this project. All times stated are Pacific Time (PT). These dates represent a tentative schedule of events. The State reserves the right to modify these dates at any time. The State also reserves the right to forego vendor presentations and select vendor(s) based on the written proposals submitted. We don’t intend to have presentations but reserve the right to request presentations to the top scoring vendors.

9. PROPOSAL SUBMISSION INSTRUCTIONS

9.1 GENERAL SUBMISSION INSTRUCTIONS

Vendors’ proposals must be packaged and submitted in counterparts; therefore, vendors must pay close attention to the submission requirements.

If complete responses cannot be provided without referencing confidential information, such confidential information must be provided in accordance with Section 9.4, Part III Confidential Information. Specific references made to the tab, page, section and/or paragraph where the confidential information can be located must be identified on Attachment A, Confidentiality and Certification of Indemnification and comply with the requirements stated in Section 9.6, Confidentiality of Proposals.

The required CDs must contain information as specified in Section 9.5.4.

Detailed instructions on proposal submission and packaging follows and vendors must submit their proposals as identified in the following sections. Proposals and CDs that do not comply with the following requirements may be deemed non-responsive and rejected at the State’s discretion.

9.1.1 All information is to be completed as requested.

9.1.2 Each section within the technical proposal and cost proposal must be separated by clearly marked tabs with the appropriate section number and title as specified.

9.1.3 Although it is a public opening, only the names of the vendors submitting proposals will be announced per NRS 333.335(6). Technical and cost details about proposals submitted will not be disclosed. Assistance for handicapped, blind or hearing-impaired persons who wish to attend the RFP opening is available. If special arrangements are necessary, please notify the Department of Motor Vehicles designee as soon as possible and at least two (2) days in advance of the opening.

9.1.4 If discrepancies are found between two (2) or more copies of the proposal, the master copy will provide the basis for resolving such discrepancies. If one (1) copy of the proposal is not clearly marked “MASTER,” the State may reject the proposal. However, the State may at its sole option, select one (1) copy to be used as the master.

9.1.5 For ease of evaluation, the proposal must be presented in a format that corresponds to and references sections outlined within this RFP and must be presented in the same order. Written responses must be in bold/italics and placed immediately following the applicable RFP question, statement and/or section. Exceptions/assumptions to this may be considered during the evaluation process.

9.1.6 Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Expensive bindings, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content.

Unnecessarily elaborate responses beyond what is sufficient to present a complete and effective response to this RFP are not desired and may be construed as an indication of the proposer’s lack of environmental and cost consciousness. Unless specifically requested in this RFP, elaborate artwork, corporate brochures, lengthy narratives, expensive paper, specialized binding, and other extraneous presentation materials are neither necessary nor desired.

The State of Nevada, in its continuing efforts to reduce solid waste and to further recycling efforts requests that proposals, to the extent possible and practical:

9.1.6.1 Be submitted on recycled paper;

9.1.6.2 Not include pages of unnecessary advertising;

9.1.6.3 Be printed on both sides of each sheet of paper; and

9.1.6.4 Be contained in re-usable binders rather than with spiral or glued bindings.

9.1.7 For purposes of addressing questions concerning this RFP, the sole contact will be the Department of Motor Vehicles, Administrative Services Division as specified on Page 1 of this RFP. Upon issuance of this RFP, other employees and representatives of the agencies identified in the RFP will not answer questions or otherwise discuss the contents of this RFP with any prospective vendors or their representatives. Failure to observe this restriction may result in disqualification of any subsequent proposal per NAC 333.155(3). This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

9.1.8 Any vendor who believes proposal requirements or specifications are unnecessarily restrictive or limit competition may submit a request for administrative review, in writing, to the Department of Motor Vehicles, Administrative Services Division. To be considered, a request for review must be received no later than the deadline for submission of questions.

Department of Motor Vehicles, Administrative Services Division shall promptly respond in writing to each written review request, and where appropriate, issue all revisions, substitutions or clarifications through a written amendment to the RFP.

Administrative review of technical or contractual requirements shall include the reason for the request, supported by factual information, and any proposed changes to the requirements.

9.1.9 If a vendor changes any material RFP language, vendor’s response may be deemed non-responsive per NRS 333.311.

9.2 PART I – TECHNICAL PROPOSAL

9.2.1 The technical proposal must include:

9.2.1.1 One (1) original marked “MASTER”; and

9.2.1.2 Five (5) identical copies.

9.2.2 The Technical Proposal must not include confidential information (refer to Section 9.4, Part III, Confidential Information) or cost and/or pricing information. Cost and/or pricing information contained in the technical proposal may cause the proposal to be rejected.

9.2.3 Format and Content

9.2.3.1 Tab I – Title Page

The title page must include the following:

Part I – Technical Proposal

Vendor Name:

Address:

9.2.3.2 Tab II – Table of Contents

An accurate and updated table of contents must be provided.

9.2.3.3 Tab III – Vendor Information Sheet

The vendor information sheet completed with an original signature by an individual authorized to bind the organization must be included in this tab.

9.2.3.4 Tab IV – State Documents

The State documents tab must include the following:

A. The signature page from all amendments with an original signature by an individual authorized to bind the organization.

B. Attachment A – Confidentiality and Certification of Indemnification with an original signature by an individual authorized to bind the organization.

C. Attachment C – Vendor Certifications with an original signature by an individual authorized to bind the organization.

D. Copies of any vendor licensing agreements and/or hardware and software maintenance agreements.

E. Copies of applicable certifications and/or licenses.

9.2.3.5 Tab V – Attachment B, Technical Proposal Certification of Compliance with Terms and Conditions of RFP

A. Attachment B with an original signature by an individual authorized to bind the organization must be included in this tab.

B. If the exception and/or assumption require a change in the terms or wording of any section of the RFP, the contract, or any incorporated documents, vendors must provide the specific language that is being proposed on Attachment B.

C. Only technical exceptions and/or assumptions should be identified on Attachment B.

D. The State will not accept additional exceptions and/or assumptions if submitted after the proposal submission deadline. If vendors do not specify any exceptions and/or assumptions in detail at time of proposal submission, the State will not consider any additional exceptions and/or assumptions during negotiations.

9.2.3.6 Tab VI – Scope of Work

Vendors must place their written response(s) in bold/italics immediately following the applicable RFP question, statement and/or section.

9.2.3.7 Tab VII – Section 4 – Company Background and References

Vendors must place their written response(s) in bold/italics immediately following the applicable RFP question, statement and/or section. This section must also include the requested information in Section 4.2, Subcontractor Information, if applicable.

9.2.3.8 Tab VIII – Attachment G – Proposed Staff Resumes(s)

Vendors must include all proposed staff resumes per Section 4.4, Vendor Staff Resumes in this section. This section should also include any subcontractor proposed staff resumes, if applicable.

9.2.3.9 Tax IX – Other Informational Material

Vendors must include any other applicable reference material in this section clearly cross referenced with the proposal.

9.3 PART II – COST PROPOSAL

9.3.1 The cost proposal must include:

9.3.1.1 One (1) original marked “MASTER”; and

9.3.1.2 Five (5) identical copies.

9.3.2 The Cost Proposal must not be marked “confidential”. Only information that is deemed proprietary per NRS 333.020(5)(a) may be marked as “confidential”.

9.3.3 Format and Content

9.3.3.1 Tab I – Title Page

The title page must include the following:

Part II – Cost Proposal

Vendor Name:

Address:

9.3.3.2 Tab II – Cost Proposal

Vendor’s response for the cost proposal must be included in this tab.

9.3.3.3 Tab III – Attachment I, Cost Proposal Certification of Compliance with Terms and Conditions of RFP

A. Attachment I with an original signature by an individual authorized to bind the organization must be included in this tab.

B. In order for any cost exceptions and/or assumptions to be considered, vendors must provide the specific language that is being proposed in Attachment I.

C. Only cost exceptions and/or assumptions should be identified on Attachment I.

D. Do not restate the technical exceptions and/or assumptions on this form.

E. The State will not accept additional exceptions and/or assumptions if submitted after the proposal submission deadline. If vendors do not specify any exceptions and/or assumptions in detail at time of proposal submission, the State will not consider any additional exceptions and/or assumptions during negotiations.

9.4 PART III – CONFIDENTIAL INFORMATION

9.4.1 The confidential information proposal must include:

9.4.1.1 One (1) original marked “MASTER”; and

9.4.1.2 Five (5) identical copy.

9.4.2 Format and Content

9.4.2.1 Tab I – Title Page

The title page must include the following:

Part III – Confidential Information

Vendor Name:

Address:

9.4.2.2 Tab II - Confidential Technical Information

A. Vendors only need to submit information in Tab II if the proposal includes any confidential technical information (Refer to Attachment A, Confidentiality and Certification of Indemnification).

B. Vendors must cross reference back to the technical proposal sections, as applicable.

9.4.2.3 Tab III – Confidential Financial Information

Vendors must place the information requested in Section 4.1.11 in this tab

9.5 CONFIDENTIALITY OF PROPOSALS

9.5.1 As a potential contractor of a public entity, vendors are advised that full disclosure is required by law.

9.5.2 Vendors are required to submit written documentation in accordance with Attachment A, Confidentiality and Certification of Indemnification demonstrating the material within the proposal marked “confidential” conforms to NRS §333.333, which states “Only specific parts of the proposal may be labeled a “trade secret” as defined in NRS §600A.030(5)”. Not conforming to these requirements will cause your proposal to be deemed non-compliant and will not be accepted by the State of Nevada.

9.5.3 Vendors acknowledge that material not marked as “confidential” will become public record upon contract award.

9.5.4 The required CDs must contain the following:

9.5.4.1 One (1) “Master” CD with an exact duplicate of the technical and cost proposal contents only.

A. The electronic files must follow the format and content section for the technical and cost proposal.

B. The CD must be packaged in a case and clearly labeled as follows:

Master CD

Vendor Name:

Part II – Cost Proposal

Part III – Confidential Technical

9.5.4.2 One (1) “Public Records CD” which must include the technical and cost proposal contents to be used for public records requests.

A. This CD must not contain any confidential or proprietary information.

B. The electronic files must follow the format and content section for the redacted versions of the technical and cost proposal.

C. All electronic files must be saved in “PDF” format.

D. The CD must be packaged in a case and clearly labeled as follows:

Public Records CD

Vendor Name:

Part II – Cost Proposal for Public Records Request

9.5.5 It is the vendor’s responsibility to act in protection of the labeled information and agree to defend and indemnify the State of Nevada for honoring such designation.

9.5.6 Failure to label any information that is released by the State shall constitute a complete waiver of any and all claims for damages caused by release of said information.

9.6 PROPOSAL PACKAGING

9.6.1 If the separately sealed technical and cost proposals as well as confidential technical information and financial documentation, marked as required, are enclosed in another container for mailing purposes, the outermost container must fully describe the contents of the package and be clearly marked as follows.

9.6.2 Vendors are encouraged to utilize the copy/paste feature of word processing software to replicate these labels for ease and accuracy of proposal packaging.

Heidi Azevedo, DMV Contract Manager Department of Motor Vehicles, Administrative Services Division

555 Wright Way

Carson City, NV 89711

VENDOR’S NAME:

9.6.3 Proposals must be received at the address referenced below no later than the date and time specified in Section 8, RFP Timeline. Proposals that do not arrive by proposal opening time and date will not be accepted. Vendors may submit their proposal any time prior to the above stated deadline.

9.6.4 The State will not be held responsible for proposal envelopes mishandled as a result of the envelope not being properly prepared.

9.6.5 Email, facsimile, or telephone proposals will NOT be considered; however, at the State’s discretion, the proposal may be submitted all or in part on electronic media, as requested within the RFP document. Proposal may be modified by email, facsimile, or written notice provided such notice is received prior to the opening of the proposals.

9.6.6 The technical proposal shall be submitted to the State in a sealed package and be clearly marked as follows:

Heidi Azevedo, DMV Contract Manager

Department of Motor Vehicles, Administrative Services Division

555 Wright Way

Carson City, NV 89711

VENDOR’S NAME:

9.6.7 The cost proposal shall be submitted to the State in a sealed package and be clearly marked as follows:

Heidi Azevedo, DMV Contract Manager

Department of Motor Vehicles, Administrative Services Division

555 Wright Way

Carson City, NV 89711

VENDOR’S NAME:

9.6.8 Confidential information shall be submitted to the State in a sealed package and be clearly marked as follows:

Heidi Azevedo, Contract Manager Department of Motor Vehicles, Administrative Services Division

555 Wright Way

Carson City, NV 89711

VENDOR’S NAME:

9.6.9 The CDs shall be submitted to the State in a sealed package and be clearly marked as follows:

Heidi Azevedo, Contract Manager

Department of Motor Vehicles, Administrative Services Division

555 Wright Way

Carson City, NV 89711

VENDOR’S NAME:

10. PROPOSAL EVALUATION AND AWARD PROCESS

10.1 Proposals shall be consistently evaluated and scored in accordance with NRS §333.335(3) based upon the following criteria:

10.1.1 Demonstrated competence

10.1.2 Experience in performance of comparable engagements

10.1.3 Conformance with the terms of this RFP

10.1.4 Expertise and availability of key personnel

10.1.5 Cost

Note: Financial stability will be scored on a pass/fail basis.

Proposals shall be kept confidential until a contract is awarded.

10.2 The evaluation committee may also contact the references provided in response to the Section identified as Company Background and References; contact any vendor to clarify any response; contact any current users of a vendor’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process. The evaluation committee shall not be obligated to accept the lowest priced proposal, but shall make an award in the best interests of the State of Nevada NRS § 333.335(5)

10.3 Each vendor must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable. Failure to comply with the terms of this provision may disqualify any proposal. The State reserves the right to reject any proposal based upon the vendor’s prior history with the State or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures. See generally, NRS §333.335.

10.4 Clarification discussions may, at the State’s sole option, be conducted with vendors who submit proposals determined to be acceptable and competitive NAC §333.165. Vendors shall be accorded fair and equal treatment with respect to any opportunity for discussion and/or written revisions of proposals. Such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by competing vendors.

10.5 A Notification of Intent to Award shall be issued in accordance with NAC §333.170. Any award is contingent upon the successful negotiation of final contract terms and upon approval of the Board of Examiners, when required. Negotiations shall be confidential and not subject to disclosure to competing vendors unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, the State upon written notice to all vendors may negotiate a contract with the next highest scoring vendor or withdraw the RFP.

10.6 Any contract resulting from this RFP shall not be effective unless and until approved by the Nevada State Board of Examiners (NRS 333.700).

11. TERMS AND CONDITIONS

11.1 PROCUREMENT AND PROPOSAL TERMS AND CONDITIONS

The information in this section does not need to be returned with the vendor’s proposal. However, if vendors have any exceptions and/or assumptions to any of the terms and conditions in this section, they MUST identify in detail their exceptions and/or assumptions on Attachment B, Technical Proposal Certification of Compliance. In order for any exceptions and/or assumptions to be considered they MUST be documented in Attachment B. The State will not accept additional exceptions and/or assumptions if submitted after the proposal submission deadline.

11.1.1 This procurement is being conducted in accordance with NRS chapter 333 and NAC chapter 333.

11.1.2 The State reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the State to do so.

11.1.3 The State reserves the right to waive informalities and minor irregularities in proposals received.

11.1.4 The failure to separately package and clearly mark Part III – which contains confidential information, trade secrets and/or proprietary information, shall constitute a complete waiver of any and all claims for damages caused by release of the information by the State.

11.1.5 Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements and lease purchase agreements. The omission of these documents renders a proposal non-responsive.

11.1.6 The State reserves the right to reject any or all proposals received prior to contract award (NRS §333.350).

11.1.7 The State reserves the right to limit the Scope of Work prior to award, if deemed in the best interest of the State per NRS 333.350(1).

11.1.8 The…